APHIS eFile

Guidance for Submitting a PPQ 588 Application for Controlled Import 

Permit (CIP) 

Version 2.0

September 2022
2

WELCOME! 

USDA APHIS Plant Protection and Quarantine (PPQ) has a new option to submit PPQ 588 Applications for Controlled 

Import permits. This user guide will take you through how to complete all actions related to the PPQ 588 application. 

If you have not logged into APHIS eFile yet, please refer to the APHIS eFile First Time User Guide.

If you’ve already gone through the first-time user process and are an organization admin, refer to the APHIS eFile 

Organization Accounts User Guide.

For more APHIS eFile PPQ Form 588 support materials:

Check out our "How to" playlist on the APHIS YouTube Channel

Review this and other User Guides online on the APHIS eFile Training Page
3

I AM THE APPLICANT

Before you apply for your PPQ 588 permit application, there are several things to note when applying in eFile.

eFile PPQ 588 Application:

• Each application has a unique application number, labeled with A-00001234

Post Application Submission:

• You will receive email notifications once a permit or letter has been issued. You will also be able to access your permit or letter directly in eFile.

• You will still be able to access your permits in the Automated Commercial Environment (ACE) system.

• In eFile there are two different permit numbers:

1. System Generated Permit Record Number Example: P-00001234

• This number is the Reference ID number that is autogenerated when a permit has been created. This is not a smart number, and does

not represent the year, permit type, or any additional information.

2. APHIS Permit Number Example: 588-22-201-00015

• This number will be on your permit and the number that CBP will reference when importing your articles into the U.S.

• The format of this number is: Permit Prefix-Calendar Year-Ordinal Day-Sequential Number

• The Permit Prefix indicates the type of permit.
4

TABLE OF CONTENTS 

Complete and Submit Your Application

Page 6

Respond to Applicant Questionnaire

Page 18

Respond to Draft Permit Conditions

Page 21

View Outcomes (Permits and Labels, 

Letters)

Page 26

How to Request an Amendment or Renewal

Page 30

Cancel Permit

Page 33

Transfer Permit

Page 36
5

I AM THE APPLICANT

Step 1: Navigate to APHIS eFile and Sign In

Page 6

Step 2: Create a New Application

Page 7

Step 3: Complete PPQ 588 Setup Assistant

Page 8

Step 4: Identify Responsible Parties

Page 9

Step 5: Add Articles

Page 11

Step 6: Add Destination Details

Page 13

Step 7: Select Plant Inspection Station

Page 14

Step 8: Add Documents

Page 15

Step 9: Certify and Submit

Page 16
6

Step 1: Navigate to APHIS eFile and Sign In

Navigate to https://efile.aphis.usda.gov/s/ in Google Chrome, Firefox, Edge, or Safari (eFile is not supported by Internet 

Explorer).

Select Sign in | Sign Up and log in using your eAuthentication username and password. If you are not eAuthenticated, 

select Create an Account and follow the steps to become eAuthenticated. You must be eAuthenticated to apply in 

APHIS eFile. 

A

B

B
7

A

A

A

Step 2: Create a New Application

In the Ready to Apply drop-down, select the PPQ-588 Application and then Get Started.

Review the pop-up window and select Proceed to the PPQ-588 Screening Questions.

B

B
8

Step 3: Complete PPQ 588 Setup Assistant

• Answer the questions and select Continue.

• Select your Intended Use.

• Describe your reason for importing your plant material and what you plan to do with it, then select Continue.

A

A

B

C

B

C

Note: These answers cannot be changed after you start the application.
9

Step 4: Identify Responsible Party Responsible Party

Once you have created your new application, you will land on the Responsible Party section of the application. In this section you will 

identify the responsible parties involved in your import. 

Types of responsible parties include:

Applicant – The individual is who is applying for a PPQ permit.

Permittee – The individual who is the permit holder or responsible party and whose name will be on the permit. 
10

Step 4: Identify Responsible Party Responsible Party

My Details

Confirm that your information on your Contact Card is up 

to date. If you are a first-time user, you may need to provide 

additional contact information such as your business and/or 

mailing address and phone number.

Answer the required question, “Will you be the Permittee?” 

to indicate whether you will be the permit holder.

• If you select No, you will need to provide the Permittee’s

contact information in an additional section of the page.

A

B

A B

Hand Carrier Details

Answer the required question, “Do you want to request 

permission to hand carry articles in personal baggage?”. 

• If you select Yes, answer the follow up question. Depending

on your answer, use the Hand Carrier IDs table to add your

hand carrier contact information.

A

Note: Hand carry requests are evaluated on a caseby-case basis and are usually not approved.

C
11

Step 5: Add Articles Articles

Article Details

Select Add Articles and complete all fields in the pop-up 

window to add an article to your application. There are three 

ways to add your genera and species: 

• Choose an option from the list that has a genera and 

species. 

• Choose an option from the list that is only a genera, 

and then use the Species free text field to type in the 

species or use the Hybrid checkbox. 

• Select the I can’t find my article checkbox and type in 

your articles name in the Article’s Scientific Name field. 

Each article you add will have its own tab and associated 

fields. Use the Save and Next Article button to save the current 

article’s details and move to the next article. Navigating 

between articles using the tabs will not save your information. 

A

B

B

A

1

2

3

1

2

3
12

Step 5: Add Articles Articles

Article Details

Complete all required fields for each article. 

The required sections will vary depending on your 

application details and intended use. The possible 

sections include Intended Use (not-editable), Growing 

Location, Shipping and Transport, Shipment Information, 

Release Details, Contamination, Accession Numbers, 

Proposed Measures, etc. 

Note: A checkmark next to the Article name indicates all 

required fields are complete. 

A
13

Step 6: Add Destination Details Destination

Destination Details

Use the destination cards to search for and select your 

destination location/facility. 

The instruction text at the top of the page will indicate if 

your application requires a destination location or a 

containment facility. 

Note: Facilities that have already been approved by PPQ 

will have a green “Containment Facility” banner. 

A

B

Plant Health Specialist Details

Use the contact cards to search for and select your 

Plant Health Specialist.

• If this is a new contact, use the Create New Contact 

button to add your new Plant Health Specialist 

details. 
14

Step 7: Inspection Station Details

Inspection Station Details

Note: This section of the application will only appear if your application requires containment. 

Use the search field to find and select your Plant Inspection Station(s). 

Inspection Station

A

A
15

Step 8: Document Details

Document Details

Use the Add New File button to upload your 

Standard Operating Procedure (SOP) and any 

additional files you feel would support this application.

Note: It is required to upload a Standard Operating 

Procedure (SOP)

If you do not have some or all of the required 

documentation, select the checkbox and enter your 

reason in the description field. 

Documents

A

B

A

C

Additional Information

Enter any additional information your feel would be beneficial for 

your application.

B

C
16

Step 9: Certify and Submit

Confirm Information Accuracy & Accept Regulations

Read through each section to make sure the information entered is correct and then Confirm Information Accuracy & Accept 

Regulations by checking the two boxes.

Select Submit Application.

A

A

Review & Submit

B

B
17

Step 9: Certify and Submit

Congratulations! You have submitted your application. You will receive an email from APHIS eFile when there is additional 

actions for you to take regarding your application. 

Note: Check your junk mailbox if you don’t see an email from aphis.efile@usda.gov in your inbox.

Add the APHIS eFile emails 

aphis.efile@usda.gov and 

support@salesforce.com to 

your address book to prevent 

any automatic emails from 

being sent to junk.

Select Download 

Application PDF 

to save a PDF copy 

of your application.
18

I AM AN APPLICANT

I want to respond to an applicant questionnaire. 

Step 1: Sign into APHIS eFile and navigate to your application details page

Page 19

Step 2: Respond to questionnaire questions

Page 20
19

Step 1: Sign into APHIS eFile and Navigate to Your Application Details Page

• Navigate to https://efile.aphis.usda.gov/s/, select Sign Up | Sign In, and log in using your eAuthentication username and 

password. 

• Select the My Activity tab. 

• Update the Display Recent filter to All Time. 

• Either search for your application using the A-000 number or use the filters on the left to find it. 

• Select the View Details button to navigate to the application details page. 

A

B

B

C

D

E

C

D

E

D
20

Step 2: Respond to Questionnaire Questions

• Select the Applicant Questionnaire tab.

• Read the instructions.

• Answer all the questions. Red asterisks indicate required

answer types.

• If you need to upload your Standard Operating Procedure

(SOP), select Add New File, add a file description, and

select Upload Files to select your document.

• To send the questionnaire back to PPQ, select Save and

Submit Questionnaire.

A

B

C

D

B

A

C

D

D

E

E
21

I AM THE APPLICANT

I want to respond to draft permit conditions. 

Respond to Draft Permit Conditions in APHIS eFile (eAuth Users)

Page 22

Respond to Draft Permit Conditions if you do not have an eFile Account (Non 

eAuth Users)

Page 24
22

Step 1: Sign into APHIS eFile and Navigate to Your Application Details Page

• Navigate to https://efile.aphis.usda.gov/s/, select Sign Up | Sign In, and log in using your eAuthentication username and

password.

• Select the My Activity tab.

• Update the Display Recent filter to All Time.

• Either search for your application using the A-000 number or use the filters on the left to find it.

• Select the View Details button to navigate to the application details page.

A

B

B

C

D

E

C

D

E

D
23

Step 2: Respond to Draft Permit Conditions

• Select the Conditions Review tab.

• Read the instructions and any notes from PPQ.

• Read and respond to all conditions.

• Read the authorization statement. If you indicate that the

statement needs edits, enter them in the free-text field.

• Select Save and Send Conditions Draft Back to PPQ.

A

B

C

D

A

B

D

C

E

E
24

Step 1: Navigate to Your Email and View the Draft Permit Conditions

• Navigate to your inbox and find the email sent from review@clm.docusign.net. The emails subject will be APHIS eFile: Permit

Condition Review.

• As the email explains, to review the permit conditions, you first must select the Review Online hyperlink.

• Review the pop-up window on how to Complete Your Review, and then select Got it.

• In the review section, use the download icon to save a copy to your computer.

A

B

C

B

A

D

C

D
25

Step 2: Save and Send Conditions Back to the PPQ Permitting Team

• Once the copy is downloaded, then edit the word document and add your responses. Manually type “Agree” or “Disagree”

for each condition. If you disagree, please add an explanation or some suggested changes.

• Save your document once you are done editing the conditions and the select next to land in the edit section of the page. Use

the Select File button to upload the saved word document with your response.

• After you upload the file, select next in the edit section which will bring you to the comments section.

• Add any comments, and then once you are done, select finish. Your review is now complete and sent back to the PPQ

team.

A

A

B

B

C

C

D

D
26

VIEW OUTCOMES

Access Permits and Labels

Page 27

Access Letters

Page 28
27

View Outcomes – Permits and Labels 

Permits

When a permit is issued, you will receive an email with the 

permit PDF attached. To access the permit in eFile: • Select the My Activity tab. • Use the search bar or filters on the left to find 

your permit. The email you received will include 

your APHIS permit number, but if you are unable to 

find your permit, you can also search for your 

related application (A-000) and navigate to the 

permit (P-000) from there. 

• Select View Details.

• Select View Permit PDF. • To view associated labels, scroll to the labels

section and download all labels, or each label

individually.

ABCDE

C

B

B

D
28

View Outcomes – Permits and Labels 

Shipping Labels

To generate shipping labels for your issued permit:

• Navigate to your permit details page (see the previous slide for help).

• Scroll to the Labels section and select Generate Labels.

• In the pop-up window, select the port you’d like to generate labels for.

• Enter the number of labels you’d like and then Generate Labels.

• Repeat the process to generate additional labels.

• Download an individual label by selecting the associated download

icon. Download all labels by using the Download All Labels button.

A

B

C

D

E

D

B

C

F

F

F
29

View Outcomes – Accessing Letters

Letters

your application results in a letter of denial or no permit 

required, you will receive an email with the letter PDF 

attached. If you would like to access the letter in eFile: 

• Select the My Activity tab. 

• Use the search bar or filters on the left to find

your application (A-000).

• Select View Details.

• Scroll to the Files section and select the File Name

hyperlink to open the letter.

A

B

C

C

B

B

D

D
30

I AM AN APPLICANT

I want to amend or renew an eFile permit.

Step 1: Sign into APHIS eFile and find your permit on the My Activity page

Page 31

Step 2: Amend or renew your Permit

Page 32
31

Step 1: Sign into APHIS eFile and find your permit on the My Activity page

Navigate to https://efile.aphis.usda.gov/ in Google Chrome (eFile is not supported by Internet Explorer).

• Log in to eFile using your eAuthentication credentials. 

• Select the My Activity tab and update the Display recent drop-down to View All.

• Use the search bar or filters to find the permit you want to amend or renew.

• Select the More Actions drop-down and choose Amend Permit or Renew Permit. 

• All issued and active permits are eligible to be amended.

• All issued permits that are within 90 days of expiration or expired are eligible to be renewed.

• You can only complete one of these actions at a time. E.g., if you’ve applied to amend your permit, you are not able to renew

until the amendment is processed.

A

B

C

D

C

B

D

B

Note: APHIS eFile amendments and renewals have an 

“A” and “R” added to the end of the permit number, A1 = 

amendment 1, A2 = amendment 2, etc. and R1 = renewal 

1, R2 = renewal 2, etc. (e.g., 588-22-203-00123A1). 
32

Step 2: Amend or Renew Your Permit

• Read the pop-up window and select I understand & Continue. You will be taken to a new, amendment or

renewal application. All data from your previous application will be copied into the amendment application.

• Edit your information as needed.

• If this is an amendment, on the Review and Submit page, add your reason for amendment. This is not applicable

for renewals.

• Certify and Submit.

A

B

C

D C

D

D
33

CANCEL PERMIT

Step 1: Navigate to My Activity Page and Search for your Permit

Page 34

Step 2: Select Cancel Permit, Add Cancellation Explanation, and Submit

Page 35
34

Step 1: Navigate to My Activity page and search for your Permit

Navigate to the My Activity tab.

Search for your permit by using the search bar or the filters on the left.

A

A

You can search for 

your permit number 

using P- or 588-

numbers

B B

B
35

Step 2: Select Cancel Permit, Add Cancellation Explanation, and Submit 

• Select the dropdown arrow next to the Permit card and select Cancel Permit.

• Enter the reasoning behind your permit cancellation request in the Explanation field and select Submit.

Your permit cancellation request will be reviewed by APHIS. Once it has been reviewed and approved by APHIS you will see a 

cancellation banner on the permit details page.

A

A

B

B
36

TRANSFER PERMIT

For guidance on how to transfer for your permit, reference the How to Transfer Your PPQ Permit user guide.
37

APPENDIX

System Setup

• Compatible browser – For the best user experience, please use

Google Chrome. Other available browsers include Firefox, Safari, and

Edge. eFile is NOT supported by Internet Explorer.

• Emails – Add the APHIS eFile email at aphis.efile@usda.gov and

support@salesforce.com to your address book so that any automatic

emails are not sent to junk

• Zoom –100%

Contact

If you require assistance with your applications, please contact:

Controlled Import Permits PPQ form 588

(301)-851-2046

controlled.import.permits@usda.gov

If you require technical assistance, please contact:

Help Desk

help@usda.gov